Advanced Shipping Notice (ASN)

An Advance Shipment Notification (ASN) is a notification sent by a supplier to a recipient detailing the contents and expected arrival of a shipment, often sent in advance of the physical delivery. For example, if a store anticipates receiving 100 shirts in an incoming shipment, the ASN will detail this expected inventory count.

In the context of Hotwax Commerce, store associates receive ASNs in relation to Transfer Orders (TOs). Generally, a Transfer Order is created in an ERP system, and when the TO is fulfilled in the ERP or WMS (Warehouse Management System), an ASN is generated in HC. Store associates then perform the receiving based on this ASN using the HC Receiving App. In the context of Purchase orders, the ASN receiving is done in ERP/WMS.

Upon the shipment's arrival, store associates can use the Inventory Receiving App to locate the ASN by scanning the ASN barcode or manually inputting the ASN ID. They can then view the ASN details, including SKUs, names, SKU codes, images, and expected inventory counts.

Appeasement

Appeasement refers to refunds, discounts, or other forms of compensation provided to resolve disputes, improve customer satisfaction, and maintain positive relationships. HotWax Commerce does not allow the creation of appeasements. Instead, CSR teams can create appeasements in e-commerce platforms like Shopify, either by offering another product or issuing a refund without a return. HotWax Commerce downloads these appeasements for reporting purposes and posts them to the ERP for financial record keeping without tracking order line item details.

Arrival Date

The arrival date is the date when the inventory of the purchase order items is expected to arrive at the destination. Merchandisers can view the arrival date on the Find Purchase Orders page.

Available to Promise (ATP)

ATP (Available to Promise) represents the physical quantity of a product at stores or warehouses after deducting the reserved inventory, that is, inventory that has been allocated to online orders from the Quantity on Hand (QOH). ATP = QOH - Reserved quantities

Backorders

Backorders are orders taken for products that are temporarily out of stock. These orders are referred to as “backorders” because they were previously in stock and will be available again soon but are currently unavailable due to high demand, inaccurate sales forecasting, or operational discrepancies. For example, Brand ABC has an amazing season and sells all its inventory. Some regular items were bought frequently, so the merchandisers have already sent POs for these goods and know the approximate date of arrival. The brand utilizes this time for sales and starts taking orders for these products. To learn more about Backorders Click Here.

Backorder Parking

Backorder parking refers to the area that holds the orders for Backorder items. These orders are stored in the backorder parking area until they are restocked and prepared for fulfillment. To learn more about Backorder Parking Click Here.

Brokering

In Hotwax Commerce, brokering refers to the process of matching and routing orders to the most suitable fulfillment center or location based on factors like inventory availability, proximity to the customer, and delivery speed requirements. This ensures that orders are processed and shipped efficiently to meet delivery expectations.

Brokering History

Brokering History refers to the record of past brokering activities in HotWax Commerce. It logs when orders were routed to fulfillment centers based on inventory, proximity, and delivery speed.

Brokering Queue

The Brokering Queue serves as a waiting area for orders awaiting processing in the order brokering process. It ensures that orders are handled efficiently by analyzing order priority and determining the optimal fulfillment location based on proximity and inventory availability. Orders in Approved status waiting to be brokered are parked in the Brokering Queue until the brokering engine runs at frequent intervals.

For example, if the brokering engine runs every three hours starting at 9:00 A.M., orders placed and approved at 10:00 A.M. will remain in the Brokering Queue until the next brokering engine runs at 12:00 P.M. Similarly, orders placed and approved at 11:30 A.M. will also be processed at 12:00 P.M.

To Know more about Brokering Click Here.

Bundle Product

A Bundle Product refers to a product that consists of multiple components. These components are integrated to form a cohesive product offering. For example, a computer bundle might include a CPU, motherboard, RAM, and a hard drive.

The Import Bundle Product Components job ensures that these components are accurately reflected in the Order Management System (OMS). The availability of a bundle product is determined by the lowest common denominator of component inventory available at each facility. This means that the bundle product's availability is constrained by the facility with the least available inventory of its components. The computed inventory of each bundle product at every facility is then aggregated to determine the final sellable inventory number across the entire network.

To know more about Bundle Products Click Here.

CSR (Customer Service Representative)

A Customer Service Representative (CSR) is the first point of contact for any customer who has a question or an issue with a product or service the company sells. CSRs are responsible for handling customer requests regarding order fulfillment, order cancellations, and returns.

Customer Service Representatives (CSRs) can utilize HotWax Commerce to get detailed visibility about the orders and perform actions accordingly as per the customer’s requests.

Digital Gift Cards

Digital gift cards, or e-gift cards, are virtual equivalents of physical gift cards. Customers receive them via email or text message along with a unique serial number that they can use to redeem the value stored in the card. When customers order a digital gift card on Shopify, the order is immediately auto-fulfilled, a serial number is assigned, and the value is loaded to activate the gift card. Consequently, when HotWax Commerce downloads that order from Shopify, it is automatically marked as "Completed".

To Know more about Gift cards Click Here.

Estimated Delivery Date (EDD)

The Estimated Delivery Date (EDD) is the predicted date on which a customer can expect to receive their order. Displaying the EDD prominently on Product Display Pages (PDP) is crucial for managing customer expectations, as it provides clear and honest delivery information, enhancing the overall customer experience. With HotWax Commerce, retailers can display the EDD on Shopify, empowering customers with essential information about when they can anticipate their order's arrival.

Excluded ATP

Excluded ATP refers to the inventory at fulfillment locations that are not participating in online selling. This inventory is not considered available for online orders and is excluded from the Online ATP calculation.

Excluded Facilities

Excluded Facilities are facilities that are either not participating in online order fulfillment or temporarily unable to participate due to reasons like insufficient labor, natural disasters, or holidays. Inventory becomes available again when these scenarios change. Retailers can turn off fulfillment if they want to temporarily disable a facility from participation.

To learn more about excluded facilities Click Here.

Expedited Orders

Expedited orders are those prioritized for faster processing and shipping to ensure delivery within a shorter timeframe, typically within one to three business days. These orders are given precedence over standard orders to meet the high expectations of consumers for quick delivery. Expedited orders often involve additional costs for the customer or the merchant to facilitate the faster shipping and handling process.

Facility

In HotWax Commerce, a facility is a physical location such as a warehouse, distribution center, or store where inventory is stored, managed, and processed.

Facility Group

Facility groups are used to define the scope and functionality of facilities for omnichannel order management. For example, including a facility in the Pickup and Same Day Shipping groups indicates that the facility accommodates both Buy Online, Pickup In-Store (BOPIS), and same-day shipping orders.

Facility Type

In HotWax Commerce, Facility type refers to different locations used for fulfillment, including:

• Retail Store: Physical stores that fulfill online orders and facilitate in-store pickups.

• Warehouse: Centralized storage locations for fulfilling online orders and restocking stores.

• Outlet Store: Discount retail locations that fulfill orders and offer in-store pickups.

• Outlet Warehouse: Storage for outlet inventory, supporting fulfillment for outlet stores, and direct customer shipments.

Retailers can prioritize their brokering rules according to the facility types

Future Inventory

Future Inventory refers to stock that is not currently available but is expected to be in stock at a later date. With HotWax Commerce, retailers can maximize sales at full price by offering customers early access to future inventory through pre-orders, thereby reducing the need for end-of-season markdowns. This strategy helps retailers maintain higher profit margins and better manage inventory levels.

Inventory Allocation

Inventory Allocation in HotWax Commerce involves routing online orders to fulfillment locations using configurable rules. These rules consider factors such as shipping method, customer loyalty, proximity to the shipping address, inventory levels, store fulfillment capacity, and splitting configurations. This comprehensive approach ensures efficient and accurate fulfillment, optimizing inventory distribution and enhancing customer satisfaction.

Inventory Variance

Inventory variance refers to discrepancies between expected and actual inventory levels. It can be caused by factors such as damaged goods, discrepancies in shipment, or theft.

Item Fulfillment Status

Item Fulfillment Status in HotWax Commerce tracks the current stage of an item within the order fulfillment process. This status helps in monitoring and managing orders, indicating whether an item is Reserved, Picked, Packed, Shipped, or Delivered.

Maximum Order Limit

The Maximum Order Limit is a predefined limit set by a store, indicating the maximum number of orders it can fulfill in a day. When this limit is reached, the brokering engine automatically routes additional orders to alternative facilities that have capacity available. Setting a maximum order limit helps the store manage its resources effectively. It ensures that orders can be fulfilled within operational constraints and prevents overcommitment of resources. By leveraging the brokering engine to redirect orders to other facilities as needed, retailer maintains their ability to meet customer demand without delay.

Mispack

A Mispack refers to an error in the packing process where items are incorrectly packed, resulting in incorrect or incomplete orders being shipped to customers. Mispacks can lead to customer dissatisfaction and increased return rates. In HotWax Commerce, retailers can enforce scanning during the packing process to minimize mispacking incidents. This ensures that each item is accurately scanned and verified before being packed and shipped, thereby reducing errors and improving order accuracy and customer satisfaction.

Mixed Cart

A Mixed Cart order allows customers to combine items for store pick-up and direct home delivery into a single order, streamlining the shopping experience by eliminating the need for separate transactions and potentially increasing Average Order Value (AOV). Notably, Shopify does not inherently support a Mixed Cart feature. With HotWax Commerce, Shopify merchants can leverage this functionality to offer a more flexible and convenient shopping experience, enhancing customer satisfaction and sales potential.

Multi-channel Inventory

Multi-channel Inventory refers to inventory available for sale across various sales channels, including online stores, social media platforms, physical retail outlets, and third-party marketplaces. Managing inventory effectively across these channels is critical for retail brands to prevent overselling and ensure efficient order fulfillment. HotWax Commerce addresses this challenge by enabling the management of multiple Available-to-Promise (ATP) inventories for each sales channel. This feature allows brands to allocate distinct inventories to different channels, reducing the risk of delayed fulfillment or overselling penalties. Read our Multi-channel sales inventory setup user manual to learn more.

Online ATP

Online ATP represents the unified inventory pool of actual sellable inventory count that is published on eCommerce platforms and can be promised to customers. To calculate Online ATP, HotWax Commerce deducts inventory that is not available for sale from the ATP. This includes items such as safety stock, threshold quantities, orders in the brokering queue, and inventory from locations that are not participating in online selling. HotWax Commerce calculates Online Available to Promise (ATP) Online ATP = QOH - (Reserved quantities + Safety stock + Threshold + Orders in brokering queue + Excluded facilities’ ATP) To Know more about Online ATP Click Here.

Order Fulfillment Status

Order Fulfillment Status in HotWax Commerce tracks the current stage of an overall order within the order fulfillment process. This status helps in monitoring and managing orders, indicating whether an Order is created, approved, picked, packed, or shipped.

Order Merging

When a customer places multiple orders that can be fulfilled from the same location. Instead of treating them as separate orders, retailers prefer to merge them into a single shipment, ensuring a smoother and more cost-effective delivery process. Hotwax commerce enables order merging so that orders coming from the same location are fulfilled together. To Know more about Order Merging Click Here

Packing Slip

A packing slip is a document included with a shipment that lists the contents of the package. It typically includes details such as item names, quantities, and sometimes prices. This document assists both customers and senders in confirming that the correct items have been packed and shipped. In HotWax Commerce, store associates can choose whether they want to print the packing slip when packing orders To know more about Packing Slip Click Here.

Picker

Pickers are tasked with fulfilling orders by picking items from the store’s location according to a printed or digital picklist. This role can be created and assigned to a user in HotWax Commerce, ensuring efficient management of picking operations. Once a digital or printed picklist is created, it can be assigned to a user in the Picker role, to streamline the order fulfillment process.

Picklist

A picklist provides details such as inventory SKUs, quantities, and locations. It serves as a guide for pickers to pick items for orders fulfillment. To improve the picking process, store or fulfillment managers often organize inventory based on criteria such as Product Name, Bin ID, or Location Sequence ID. Structuring picklists to align with these strategies ensures an optimized route for pickers, minimizing time spent on picking and improving both speed and accuracy.

Pre-Orders

Pre-orders are simply advance orders taken for future inventory. These products have not yet been released in the market and are still in planning or production, and thus not in stock. A pre-order is an order placed for a product that is not yet available for purchase or delivery. Customers can reserve the item in advance, and the order will be fulfilled once the product becomes available in stock. To Know more about Pre-Orders Click Here

Pre-Order Parking

Pre-order parking in HotWax Commerce is a holding area where pre-ordered items are kept until their inventory becomes available. Orders in this queue are not yet ready for fulfillment and wait until the specified stock arrives before being moved to the brokering queue for processing and shipping. This ensures efficient and timely handling of pre-orders based on inventory availability. To Know more about Pre-Order Parking Click Here

Product Variants

A product variant in HotWax Commerce refers to individual variations of a product, which can include different sizes, colors, or other features. The Find Product page displays these variants along with the product category, product name, product ID, and product features such as size and colors.

Promise Date

In HotWax Commerce, the promise date refers to the estimated date by which an order is expected to be fulfilled and shipped to the customer. It represents the commitment made by the seller regarding the delivery timeline for each order in the system.

Proximity

In the context of HotWax Commerce, proximity refers to the distance or closeness of a particular location or fulfillment center to the customer's shipping address. It is a key factor in determining the most efficient and cost-effective way to fulfill orders, as closer proximity may result in shorter shipping times and lower shipping costs.

Purchase Order

A purchase order (PO) is a document created by a retailer and sent to their supplier to order items. It is typically generated in the retailer's ERP system. POs are synchronized from the ERP to HotWax Commerce to track ordered items and anticipate future inventory arrivals. This synchronization helps in calculating future inventory and managing pre-orders and back-orders. HotWax Commerce also syncs future inventory data to eCommerce platforms like Shopify, ensuring accurate pre-order management without overpromising or underpromising. To learn more Click Here

Quantity on Hand (QOH)

QOH represents the total physical quantity of a product available at stores or warehouses. HotWax Commerce receives daily inventory feeds from the ERP system to update and maintain inventory data. Additionally, in the absence of ERP systems, HotWax Commerce also receives inventory feeds from Warehouse Management Systems (WMS) and Point of Sale (POS) systems.

Rejected Orders

Rejected orders are orders brokered for fulfillment but rejected by a warehouse or store due to physical inventory unavailability, often caused by damaged, lost, or stolen items. Rejected orders return to the brokering queue for reassignment. Rejected orders are managed by routing them back to the brokering queue for reassignment. The OMS will then route the order to another facility based on product availability, customer shipping preferences, and routing rules.

Reserved Inventory

Reserved inventories refer to inventory, whether in a store or warehouse, that has already been allocated to fulfill orders. Reserved quantities are not included in the "available to promise" (ATP) and are not eligible to be sold.

Return Merchandise Authorization(RMA)

Return Merchandise Authorization (RMA) is a process that allows customers to return products for a refund, replacement, or repair. With HotWax Commerce, store managers can create RMAs for products sold online, facilitating the Buy Online, Return In-Store (BORIS) process. This feature streamlines returns management, improving customer satisfaction and operational efficiency.

Safety Stock

Safety stock helps retailers control how much inventory they promise to online channels. Once a store’s inventory count falls below the designated safety stock quantity, the remaining inventory will be reserved for in-store sales. Retailers often face inventory discrepancies, where a system’s inventory does not match the actual inventory in stores. Keeping safety stock also helps retailers mitigate the risk of taking orders that cannot be fulfilled due to inventory discrepancies. A robust omnichannel order management system helps retailers easily manage safety stock for each store. To Know more about Safety Stock Click Here

SendSale Orders

Send Sale orders in HotWax Commerce refer to orders captured through the Shopify POS App. These orders are taken in the store by store associates on behalf of customers for items that are not in stock in the store. The items are then shipped to customers at their preferred shipping location. In HotWax Commerce, these orders are downloaded and processed just like online orders. However, the channel tagged for the order in HotWax Commerce is Point of Sale (POS).

Shipping Label

A shipping label is a document used by shipping carriers to deliver a package to the customer's address. It includes essential information such as the destination address, return address, and tracking barcode. HotWax Commerce integrates with third-party shipping carriers like FedEx and shipping aggregators like ShipStation to obtain shipping rates and generate labels. The fulfillment team can create packages and generate labels directly within HotWax Commerce, without needing to move to a separate system.

Shopify Order ID

This is a unique identifier assigned by Shopify to each order. It serves as a reference point for tracking and managing orders within the Shopify platform. Additionally, users can conveniently view the order details directly on Shopify by clicking on the provided link associated with the Shopify order ID on the view order detail page.

Shopify Order Name

The order name in Shopify typically refers to a customizable name or title assigned to an order on Shopify for further order identification.

Shopify Order Number

Shopify assigns a distinct numerical identifier to each order. It acts as another unique reference for orders, often used in communication and documentation.

Soft Allocation

Soft Allocation is a feature in HotWax Commerce that performs real-time eligibility checks for items in a customer's shopping cart. By evaluating the cart items alongside the destination zip code, Soft Allocation ensures compliance with predefined criteria set by retailers, such as verifying if all items can be shipped from a single location. This process guarantees efficient validation of shipping eligibility, aligning with the requirements of various specialty shipping carriers. Read here to learn more about soft allocation.

Split Shipment

Split shipment, also known as order splitting, is a fulfillment strategy where a single customer order is divided into multiple shipments to ensure faster delivery of available items. This approach is used when different items in an order are located at different fulfillment centers or when some items are out of stock and need to be shipped separately once they become available. In HotWax Commerce (HC), this capability is a configurable setting. Retailers have the option to choose whether they want orders to be split for shipment or not. This global setting applies to all orders by default but can be overridden for specific orders as needed. When configuring brokering rules in HC, administrators can specify conditions for when orders should be split and when they should not. For instance, the brokering engine can prioritize shipping all items from one location to avoid splitting orders. However, if necessary, it can split an order and ship items from multiple locations as a last resort to fulfill the customer's requirements efficiently.

To know more about Split Shipment Click Here

Stock Keeping Unit (SKU)

A Stock Keeping Unit (SKU) is a unique identifier assigned to each product and its variants, used for inventory tracking and management. In HotWax Commerce, retailers can choose their preferred product identifier, such as an SKU, to map products between Shopify and HotWax Commerce, ensuring accurate and efficient inventory synchronization and management across platforms.

Threshold

To mitigate the risk of overselling caused by inventory inaccuracies, merchandisers allocate buffer stock on a company-wide basis before committing inventory to online sales channels. This buffer inventory is referred to as the Inventory Threshold. Unlike safety stock, which is managed at the store level, the Inventory Threshold ensures that reported inventory levels across all products are adjusted to account for potential inaccuracies before allocating stock to online channels.

For example, let’s say Brand ABC sets the threshold of 10 units for red socks in Stores X and Y. This will impact these stores’ inventory levels, in the following manner:

Store X Inventory: 100 Units Store Y Inventory: 100 Units Threshold: 10 Units Inventory Available for Online Orders: 200 Units - 10 Units (threshold) = 190 Units

Transfer Order

A Transfer Order is crucial for maintaining inventory balance, minimizing stockouts, and optimizing allocation across stores or warehouses. Effective management enhances operational efficiency, reduces excess inventory costs, and improves customer satisfaction. Types include:

• Warehouse to Store: Replenishes retail inventory from the central warehouse.

• Store to Warehouse: Returns excess or unsold inventory for redistribution.

• Store to Store: Transfers inventory between stores to optimize stock levels.

The HotWax Commerce Store Fulfillment App streamlines transfer order fulfillment, managing inventory movement and ensuring accurate tracking. Additionally, the receiving app facilitates inventory receipt in stores after transfers. Read transfer order lifecycle to learn more.

Unfillable Parking

When inventory is unavailable for orders at any location, the order routing engine moves them from the Brokering Queue to the Unfillable Parking. A dedicated brokering run is performed to check the orders in the Unfillable Parking and allocate inventory to them.

Introduction

HotWax Commerce's Users application allows businesses to create and manage users within the HotWax Commerce Order Management System (OMS). By establishing user profiles, organizations can grant access to critical operations involving orders, products, and inventory data.

Topics

1. User Creation: Seamlessly create new user profiles, defining roles and assigning granular access privileges.

2. User Management: Effortlessly manage existing user accounts, updating permissions and maintaining user information.

This document outlines key pages and functions within the Launchpad.

Key items:

1. Home page

2. Application categories

3. Application instances

Home page

Allows accessing all HotWax Commerce applications.

Characteristics:

Single Sign-On (SSO): Enables users to log in applications using their credentials. After the initial login in the Launchpad, they gain automatic access to all associated applications without the need to enter their login details again.

Application Categories

Shows how apps are categorized on basis of their characteristics.

Orders

This category revolves around managing the orders using the three apps: BOPIS, Pre-Order Management and Fulfillment.

• BOPIS (Buy Online, Pickup In-Store) HotWax Commerce’s BOPIS app enables users to handover store pick-up orders to customers.

• Pre-Order Management HotWax Commerce’s Pre-Order Management app enables users to manage pre-orders and backorders, with planned future inventory to fulfill the orders.

• Fulfillment HotWax Commerce's Fulfillment app enables users to pick, pack, and ship orders brokered to the stores from the OMS.

Workflow

This category revolves around managing the workflow using the three apps: Threshold Management, Job Manager and Import.

• Threshold Management HotWax Commerce’s Threshold Management app enables merchandisers to set inventory thresholds for a group of products.

• Job Manager HotWax Commerce’s Job Manager app helps the operations teams to manage jobs by scheduling new jobs, skipping or canceling scheduled jobs and finding failed jobs that need attention.

• Import HotWax Commerce’s Import app enables users to import inventory and purchase orders.

Inventory

This category revolves around managing the inventory using the three apps: Receiving, Cycle Count and Picking.

• Receiving HotWax Commerce’s Receiving app enables users to manage incoming shipments, purchase orders, and return orders.

• Cycle Count HotWax Commerce’s Cycle Count app enables stock associates to count the store’s inventory, and reconcile systematic and physical inventory.

• Picking HotWax Commerce’s Picking app enables the fulfillment team to efficiently pick order items during order fulfillment.

Administration

This category revolves around managing users and facilities using the two apps: User Management, and Facilities.

• User Management HotWax Commerce’s User Management app allows businesses to create and manage users within the HotWax Commerce OMS.

• Facilities HotWax Commerce’s Facilities app assists businesses in overseeing multiple facilities like stores and warehouses, and managing attributes like facility details and fulfillment options for each facility.

Application Instances

Users can access specific instances of the HotWax apps.

Instances:

1. Production Instance: To access the production instance of an app, users can click on the respective app card.

2. UAT (User Acceptance Testing) Instance: Users can access the UAT instance of an app by clicking on the bottom right icon of the respective app card.

3. Dev (Development) Instance: Users can access the dev instance of an app by clicking on the bottom left icon of the respective app card.

Related flows:

1. Launchpad

2. User management

HotWax Commerce provides retailers with a suite of Enterprise User Apps to ensure seamless omnichannel operations such as same-day BOPIS, Ship From Store, and Pre-Order management. The Enterprise User App suite is accessible to all employees across the organization, from pickers to the head of operations, with each user assigned a specific role and provided with appropriate training.

By enabling or disabling app features and actions in accordance with the logged-in user's granted authorizations, HotWax Commerce provides superior security clearance management. This granular control guarantees that only authorized employees have access to specific app features, thereby assisting retailers in preventing unintended alterations to the apps. The User permission feature in HotWax Commerce offers retailers the flexibility to alter permissions for each group according to specific requirements. Additionally, the platform allows for the creation of new security groups with tailored permissions, providing unprecedented flexibility in user access management.

Create Security Group

The Create Security Group feature enables retailers to create customized security groups tailored to specific roles or responsibilities within their organization. By defining access levels through these groups, retailers can ensure that users only have access to the functionalities necessary for their tasks, enhancing security and efficiency within the platform.

Example

Suppose retailers have different users for sales order fulfillment and managing transfer orders. In such cases, they may need to create a user role responsible for fulfilling only the transfer orders in the fulfillment app and receiving the transfer shipments in the receiving app. Retailers can create such user security groups through the following steps:

1. Accessing the Permission App:

   • Navigate to the Permission section in the User Management App

   • Locate the Create Security Group option, typically found in the last section of the permissions interface.

2. Creating a Security Group:

   • Click on the + Create Security Group button.

   • Input relevant details such as the Name, internal ID, and description for the new security group.

3. Adding Permissions:

   • After creating the security group, click on the checkboxes corresponding to the permissions you wish to assign to this group.

4. Finalizing Setup:

   • Once all necessary permissions have been selected, click on the Finish Setup to finalize the creation of the security group.

By enabling the creation of customized security groups and precise assignment of permissions, this feature ensures that users have access only to the functionalities necessary for their roles, thereby minimizing security risks and optimizing productivity within the platform.

Edit Security Group

By allowing users to edit security group details such as name, internal ID, description, and permissions, HotWax Commerce empowers retailers to adapt security settings according to evolving organizational needs and user roles. This feature significantly contributes to workflow efficiency by streamlining the process of managing user access rights and maintaining a secure environment for business operations.

Example

Store associates often have permission and access to manage orders both for the store pickup order and regular shipping orders. However, if a retailer aims to separate these permissions and keep different users to manage store fulfillment orders and BOPIS orders, they need to create a new user group specifically for BOPIS fulfillment and remove BOPIS fulfillment permissions from the existing store associate role. By reallocating permissions and ensuring proper group assignments, the retailer ensures that store associates have access only to the functionalities relevant to store fulfillment.

Step-by-Step Usage Instructions:

1. Access Security Group Settings: Navigate to the permissions tab within the User Management App.

2. Select Security Group: Identify the security group you wish to edit from the list displayed. Click on the group to view the granted permissions.

3. Modify Permissions: Review the permissions assigned to the security group. You can adjust permissions by checking or unchecking the checkbox against the permission to add or remove access to specific functionalities.

4. Edit Name and Description: You can also change the name and description of the user permissions by clicking on the edit button available in front of the permission's name.

In the Order Management System (OMS), user management is a straightforward process accomplished through the Find User page and the User Details page. Follow these steps for efficient user management:

1. Go to the Find User page within OMS.

2. Utilize the search by user name and filtering options such as clearance and status to find the specific user you want to manage.

3. Once the user is identified, click on the user to access the dedicated User Details page.

4. On the User Details page, you can update contact information, adjust roles, or manage permissions.

Block or Unblock User Login

The "Block User Login" function allows administrators to control user access to OMS applications. Blocking a user disables their login capabilities, providing an additional layer of security or managing access during specific circumstances. If a user login is attempted too many times with an incorrect password, their login will be blocked automatically. Conversely, unblocking a user restores their login privileges, allowing them to access the system again. This function is useful for enforcing temporary restrictions or addressing security concerns.

Reset Password

The "Reset Password" function enables administrators to initiate a password reset for a user in the OMS. This is particularly useful in situations where a user forgets their password or for security reasons. Administrators can set a new password directly or trigger an email notification to the user using their saved contact info, prompting them to reset their password independently.

Update Contact Details

The "Update Contact Details" function enables administrators to modify a user's contact information, including email, phone number, or external ID. The on file email of a customer is important for ensuring that reset password emails are sent to the correct address. The external ID of a user is helpful for tracking their commissions during order fulfillment.

Update User’s Role and Permissions

The "Update User’s Role and Permissions" function empowers administrators to modify a user's role or security group within the OMS. This function allows for the adjustment of access levels and permissions, ensuring that users have the appropriate privileges based on their evolving responsibilities within the organization.

Create a Picker Role

The "Show as Picker" function allows picklists to be assigned to a user. This role is tailored for order fulfillment tasks, providing specific access and permissions related to picking operations. By utilizing this function, administrators can customize a user's capabilities to efficiently handle tasks associated with order fulfillment.

Add Facilities

The "Add Facilities" function allows administrators to associate a user with multiple facilities in the OMS. This flexibility enables users to access and manage fulfillment operations across different locations. Additionally, administrators can assign facility-specific login credentials, ensuring that users have the necessary access privileges for activities related to specific facilities.

Add Favorites

The Favorites function allows users to pin their most frequently used Product store and Shopify shop, ensuring these selections are automatically applied each time they log in to any HotWax Commerce App.

This feature is particularly valuable when users need to schedule specific jobs from the Job Manager app, such as Import new products, on a parent Shopify shop. If the shop is not set correctly or the default Shop is not the parent, users might mistakenly run a job on the child shop, which could lead to unexpected changes in OMS behavior.

HotWax Commerce provides merchants with a suite of Enterprise User Apps to ensure seamless omnichannel operations such as same-day BOPIS, Ship From Store, and Pre-Order management. User access in HotWax Commerce is tailored based on employees' roles and designations, and customized permission parameters. To ensure that some users can execute actions while others are granted either view-only access or no access to certain or all information within an app's interface.

By enabling or disabling app features and actions by the logged-in user's granted authorizations, HotWax Commerce provides superior security clearance management. This granular control guarantees that only authorized employees have access to specific app features, thereby assisting retailers in preventing unintended alterations.

In HotWax Commerce, the Product Store serves as a vital hub for configuring brand-specific settings across one or more Shopify stores. These settings include product inventories and order fulfillment processes, essential for tailoring HotWax Commerce to meet the distinct needs of each business.

To streamline this process, the Company App provides retailers with an intuitive platform to easily create and manage product stores for each brand. With user-friendly toggles and a simplified interface, retailers can efficiently configure and update settings, ensuring their operations align with specific business requirements. The Company App enhances the flexibility and ease of managing product stores within the platform.

Problem:

When importing employee data into OMS, specific issues may occur that can prevent a successful bulk import. This guide will assist you in troubleshooting and resolving common problems that may arise during the employee import process.

Error Identification:

When importing employee data into OMS, various errors can occur due to issues in the CSV file or system conflicts. It is essential to recognize and address specific errors to ensure a smooth import process.

Common Errors:

• Missing mandatory fields in the CSV file

• Duplicate employee entries

• Incorrect format of email or external ID

• Security group not recognized

• Invalid username or password format

Cause Analysis:

The issues with importing employees are generally related to specific data formatting errors or missing fields in the CSV file. Below is an analysis of common causes:

• Missing mandatory fields – Ensure that the CSV contains all the required fields: first name, last name, security group, username, password, email ID (for password reset), and external ID (if provided).

• Duplicate employee entries – If an employee already exists in the system with the same external ID or username, the import may fail.

• Invalid format for email or external ID – Ensure that the email follows the standard format (e.g., example@domain.com), and external ID (if used) is unique.

• Security group not recognized – Verify that the security group matches the ones available in the system.

• Incorrect username or password format – The username should follow the specified pattern, and the password should meet the security requirements (e.g., minimum length, special characters).

Solution:

Step 1: Login to OMS

Access the OMS platform using your credentials.

Step 2: Navigate to the EXIM Menu

• Once logged in, go to the EXIM menu.

• Under the Relationship category, click on Employee.

If you cannot find the Employee link under the EXIM menu:

• Navigate to Settings.

• Click on Data Manager Config.

• In the search bar, type IMP_EMPLOYEE.

• This will direct you to the correct configuration page for employee imports.

Step 3: Upload the CSV File

In the Employee Import screen, upload your CSV file containing the employee data.

The CSV should include the following fields:

• First name

• Last name

• Security group

• Username

• Password

• Email ID (for password reset)

• External ID (if provided)

Step 4: Validate the Data

• Ensure that all mandatory fields are present and formatted correctly.

• Check for duplicates or missing information.

• Once validated, proceed with the import.

Step 5: Handling Errors

• If any errors occur during the import, review the logs provided by the system.

• Identify the issue based on the error message and adjust the CSV file accordingly.

• Re-upload the corrected CSV file to complete the import.

Post-Import Validation:

After the import is complete, verify that the employees have been added to the system correctly by:

• Navigating to the Employees screen under the Relationship category in OMS.

• Checking that all imported employees appear in the system with the correct details.

Product store management is a straightforward process accomplished through the Find Product Store and the Product store details page. Follow these steps to manage product store configurations:

1. Go to the Find Product Store page and select the Product store you want to manage to open the Product Store details page.

Configurations

Edit Product Store Name

1. Navigate to the product card in the Product Store details page.

2. Locate and click on the 'Edit' button associated with the product store card. You may find this button labeled 'Edit.'

3. Once clicked, a dialog box will appear, allowing you to make changes to the product store name.

4. In the provided field, modify the product store name to your desired new name.

5. After making the necessary changes, click on confirm to save your edits.

6. Verify that the changes have been applied by checking the updated product store name.

Manage Operational Countries

1. Select the Operating Countries detail button on the product card in the Product Store details page to open the dialog box.

2. Within the dialog box, you'll find a list of countries available for selection. If you need to add a new operating country, use the search functionality provided. You can search for countries by their GeoIDs, which may include country names.

3. To add a country, simply check the checkbox next to its name in the list. This indicates that the selected country will be included as an operating country forthe product store.

4. Conversely, if you need to remove a country, uncheck the checkbox next to its name. This will exclude the deselected country from the list of operating countries for the product store.

5. Once you've made the necessary changes, ensure to save selections. This might involve clicking on a 'Save' or 'Apply' button within the dialog box.

6. After saving, confirm that the operating countries for the product store have been updated accordingly.

Administration

1. Navigate to the product card in the Product Store details page.

2. On the product card, locate the toggle switches for Order Reservations and Order Brokering.

   • Order Reservations: OMS serves as the definitive source for inventory information, and as such, this setting should consistently remain at its default value of Y without alteration.

   • Order Brokering: Disabling brokering hinders OMS from optimizing inventory allocation for orders, defeating its intended purpose. Therefore, this setting should always be maintained at its default value of Y and should not be modified.

Orders

1. Navigate to the Order card in the Product Store details page.

Import:

• Sales Order Prefix: Specify any preferred prefix to be added to internal order IDs. To modify, locate the "Sales Order Prefix" field and enter your desired prefix.

• Save Bill To Information: Store billing information associated with orders in OMS. Ensure this option is toggled on if you want billing information to be saved automatically.

Approval:

• Approve on Import: Configure when no further order information is needed prior to order approval. Adjust the setting according to order workflow preferences.

Returns:

• Creation Deadline Days: Specify the number of days permitted for creating returns for in-store. Adjust this value based on your return policy and operational needs.

Brokering

1. Navigate to the Brokering card in the Product Store details page.

Soft Allocation:

• Preselected Facility Tag: Orders tagged with this tag will undergo line item check for fulfillment facility selection. To set a preselected facility tag, navigate to the Soft allocation section in the Brokering card, and select the default tag or create a new tag if any.

• Shipping Facility Tag: This tag will hold the preselected fulfillment facility value. To assign a shipping facility tag, locate the relevant field in the Brokering card and select the default tag or create a new tag if any.

Routing:

• Order Splitting: Configure when no further order information is needed prior to order approval. Access this setting in the routing section of Brokering card, and adjust it according to your workflow requirements.

• Minimum Shipment Threshold Value: Set threshold values for order items to ensure efficient order splitting while mitigating the risk of losses due to low-value shipments. Navigate to the routing or order management settings, and specify the desired threshold value, tthe shipment value will pick the currency set in the product store, ensuring consistency in currency throughout the order management process.

Fulfillment

Notification:

• Send Notification to Shopify: Enable this option to automatically update tracking information on Shopify when the order is marked fulfilled. To modify this setting, navigate to the notification settings section in the Fulfillment card, locate the Send Notification to Shopify option, and toggle it as needed.

Cancelled:

• Auto Order Cancellations: Configure the cancellation threshold for unfulfilled orders. To adjust this setting, navigate to the cancellation settings section in the fulfillment card, find the Auto Order Cancellations option, and and toggle it as needed.

• Auto Cancellations Days: Specify the number of days after which the order should be automatically marked as cancelled if not fulfilled. This setting can be adjusted in the cancellation settings section alongside the "Auto Order Cancellations" option.

Store Pickup

• Partial Order Rejection: Specify whether to reject a BOPIS (Buy Online, Pickup In Store) order partially when any order item inventory is insufficient at the store. This setting can be found in the store pickup settings section. Navigate to this section in your dashboard, locate the Partial Order Rejection option, and toggle it as required.

Inventory

Inventory View:

• Show Systemic Inventory: Enable this option to display the current physical quantity expected at locations while inventory counting. To adjust this setting, navigate to the inventory view settings in the Inventory card, locate the Show Systemic Inventory option, and toggle it accordingly.

Pre-order Computation:

• Hold Pre-order Physical Inventory: Configure the inventory computation in the OMS to withhold physical inventory from being made available online for products with orders in the pre-order queue. To adjust this setting, navigate to the pre-order computation settings in your dashboard, locate the "Hold Pre-order Physical Inventory" option, and toggle it as needed.

• Pre-order Group: Specify the facility group to be used for computing the pre-order catalog computation. To adjust this setting, navigate to the pre-order computation settings, find the "Pre-order Group" option, and select the appropriate facility group from the available options.

Product

Identifier:

• Global Identifier: This identifier is utilized universally across your business operations. To modify or set the global identifier, navigate to the identifier settings section within your dashboard. Locate the "Global Identifier" option and adjust it according to your requirements.

• Preferred Identifier View: Opting for a preferred product identifier enables you to view products using your preferred identification across HotWax Commerce Apps. To set your preferred identifier view, access the identifier settings in your dashboard. Find the Preferred Identifier View option and select the desired product identifier from the available options.

Reroute Fulfillment

Control what your customers are allowed to edit on their order when they are editing their order on Reroute Fulfillment. Configurations are:

1. Delivery method change

2. Shipment method allowed to switch to

3. Delivery address change

4. Pickup location change

5. Cancel order before fulfillment

Manage Facility

Associating a product store with a facility allows the product store to add the facility for the brand. This configuration defines in OMS to make the facility available for order fulfillment related operations for the brand. A facility can be associated with multiple product store.

1. Navigate to the facility tab in the Product store details page.

2. Click on the Add Facility button.

3. Choose the facility you want to associate product store with from the Add Facility method dialog box.

4. Once you've configured the association between the product store and the facility, save your changes.

Remove Facility mapping

To remove an association between a product store and a shipping method, follow these steps:

1. Go to the Shipping Method tab.

2. Locate the shipping method that you want to disassociate from the product store.

3. Click on the overflow menu (typically represented by three vertical dots) next to the shipping method.

4. From the menu, select Remove Association option.

5. Confirm the action.

This will remove the association between the selected shipping method and the product store.

Manage Shipping Method

The shipment method dictates how products are delivered from seller to buyer. During the fulfillment process, as packers prepare packages and request shipping labels, the HotWax Commerce Fulfillment App retrieves quotations for all configured shipping methods based on configurations done in this section. These configurations help the HotWax Commerce Store Fulfillment App intelligently select the least expensive shipping method, optimizing costs and ensuring timely delivery. Shipment methods need to be configured for the product store to specify which shipment methods are supported by the specific product store.

Before creating the Shipment method, we need to ensure carriers are available in HotWax Commerce.

To integrate a new shipment method into your product store within HotWax Commerce, follow these detailed steps:

1. Navigate to the Shipping method tab.

2. Click on the Add Shipping method button.

3. Choose your preferred carrier from the Add shipping method dialog box.

4. Select the specific shipment method offered by the chosen carrier (e.g., Next Day, Same Day, Standard) from the dropdown menu.

5. Choose the appropriate gateway configuration to facilitate the shipping process effectively.

6. Save your changes.

Remove Shipping method

To remove an association between a product store and a shipping method, follow these steps:

1. Go to the Shipping Method tab.

2. Locate the shipping method that you want to disassociate from the product store.

3. Click on the overflow menu (typically represented by three vertical dots) next to the shipping method.

4. From the menu, select Remove Association option.

5. Confirm the action.

This will remove the association between the selected shipping method and the product store.

In HotWax Commerce, managing multiple product stores is valuable for retailers with diverse brands. Each product store can be tailored to represent a specific retail brand, enabling efficient and customized management. This feature streamlines operations to meet the unique needs of each retail brand.

When retailers deploy HotWax Commerce, a default product store is automatically created. However, if a retailer has multiple brands, additional product stores need to be created.

Step 1: Setup basic profile

To create a product store in the HotWax Order Management System, follow these steps:

1. Log in to the company.hotwax.io app using your credentials.

2. Navigate to the Find Product Store page and click on the "Create new product store" button.

3. This action will guide you through a product store creation flow.

4. Fill out the initial form with the following details:

1. Once done, click on "Manage Configurations".

Now, you'll set up additional configurations for your product store:

1. After configuring your product store, click on Setup Product Store to finalize the setup.

Product store is now created and ready to use. For more details on managing configurations related to the product store, refer to the documentation.

If a user is unable to access an application in HotWax Commerce, the issue might be related to permissions or facility associations.

Steps to Troubleshoot

1. Check Security Group Permissions

Verify if the user belongs to the correct security group that has permission to view the specific application. Users must be part of a security group with the appropriate permissions to avoid unauthorized access.

2. Review Specific Permissions

Ensure the user has the necessary view permissions for the application view. Here are the permissions the administrator can give users to view any application:

Note: These permissions only allow users to view the app. Additional permissions would be required for them to perform any other operations.

3. Add View Access Permissions

If the user lacks the necessary view permissions, the administrator can follow these steps to grant access. Click Here to learn how to grant permissions to user groups.

4. Verify Facility Association (for BOPIS or Fulfillment App)

If a user cannot access a BOPIS or fulfillment app application, they might need to be added to a facility. The administrator can follow these steps to add the user to a facility:

To add a user to a facility, follow these steps: Click here

The HotWax Commerce Fulfillment App is designed specifically for store fulfillment teams. It allows store users to carry out basic tasks such as picking and packing without special permissions, so access to the Fulfillment app is open for all users. However, sensitive actions like marking an item as shipped or altering fulfillment-related settings require higher-level permissions. Below is a list of all the actions available in the Fulfillment App, along with the specific permissions needed to perform them.

Open Orders tab

In Progress tab

Completed tab

Transfer Order tab

EXIM tab

Rejection Reasons tab

Carrier & Shipment Methods tab

Settings

Order Details Page

The HotWax Commerce Import App is designed specifically for merchandisers to manage purchase order inventory and regular inventory imports from external systems into HotWax Commerce using CSV files. Since inventory management at the enterprise level is a critical function, access to the Import App is restricted to users responsible for these tasks. Therefore, only users with "IMPORT_APP_VIEW" permissions can access the app. Additional permissions are required to manage specific processes within the Import App, ensuring that only authorized personnel can execute sensitive tasks.

Below is a list of all the actions available in the Import App, along with the specific permissions needed to perform them.

When you download the HotWax Commerce integration App from the Shopify App Store, it automatically creates a Shopify shop in HotWax OMS. This app acts as the link between OMS and Shopify, and you can adjust its settings on the Find and View Shopify Connection page in OMS. To manage your Shopify connections:

1. Go to the Find Shopify Connection page and pick the specific Shopify Connection you want to handle. This will take you to the Shopify Connection page.

On the Find Shopify Connection page, you can filter connections by their status and perform quick actions like:

a. Copy credentials: Quickly copy the shared secret and access token to Shopify, only accessible to super users. b. Favorite: Mark a Shopify connection as a favorite for easy access when using other apps like Job Manager. c. Deactivate Shop: Stop all communication with Shopify by deactivating the connection.

Shopify connection summary

All crucial details regarding a Shopify connection are stored in the Shop summary card. This includes information like the country-base, subscription type, operating timezone, and owner's name. The card also offers quick actions such as:

a. Manage Shopify access: This allows you to change the access type, determining the level of communication between HotWax OMS and Shopify. 'No access' deactivates the connection, 'read only' permits viewing information, and 'read and write' enables performing actions on Shopify within the app's permissions.

b. Link product store: Users can connect the Shopify connection to a Product store, representing a unique brand in OMS. Multiple Shopify connections can be hosted under a single product store.

c. Upload refunds to Shopify: This setting is explicit and can only be configured when returns created in HotWax trigger refunds in Shopify. Accessible only to super users.

d. Weight/Currency: Displays the weight and currency metrics used on Shopify.

Products

Ensuring that all products from Shopify are downloaded into HotWax OMS is important for accurate product information and order synchronization between OMS and other integrations. When triggering the product download, all available products on Shopify are imported into OMS. Before the products are downloaded, make sure different product types are correctly mapped with corresponding types in HotWax to prevent unintended discrepancies in product information. For instance, Insurance product types in Shopify should be mapped with Digital product in HotWax.

Additionally, it's important to have the bulk downloads job already configured in OMS for product downloads. Once initially products are downloaded, you can view all products count imported within the last 24 hours, as well as previously downloaded products from Shopify.

Users can also quickly disable the sync and initiate a quick product sync directly from Shopify.

Orders

Ensuring that all orders from Shopify are synced with HotWax OMS is essential for maintaining accurate information and order processing between OMS and other integrations. By default, HotWax only downloads unfulfilled and open orders from Shopify in OMS. When triggering the order sync, all orders from Shopify are imported into OMS.

It's crucial to ensure that different sales channel are accurately mapped between Shopify and HotWax OMS to avoid discrepancies in order processing. Failure to configure this mapping could lead to unintended errors in order handling.

Additionally, having the bulk order sync job already configured in OMS to the process of syncing large volumes of orders.

Once orders are synced, you can easily review all orders count imported within the last 15 minutes hours, as well as total synced orders from Shopify. This feature also enables you to quickly disable the sync or initiate a manual sync from Shopify for immediate updates.

Inventory

When inventory is sent to Shopify, it's directed to a single location for order acceptance. However, in HotWax, orders are fulfilled from the most suitable location available.

HotWax suggests linking the default Shopify location with OMS, ensuring orders are fulfilled from a predetermined location. This default location in HotWax is associated with a brokering queue, used for bulk inventory counts. When an order is placed on Shopify, inventory is reduced from the default location, and the order is sent to the HotWax Commerce Brokering queue for brokering to the optimized location for fulfillment.

For Shopify Point of Sale (POS) users, inventory syncs to all locations, but the total is summed up at the mapped location. To avoid unintentional inventory syncs, it's crucial to deactivate online selling in these POS stores.

Once a location is mapped, you can track the last sync time to see when inventory was last sent to Shopify. Quick controls like instant sync and deactivation are provided for easy management.

Facilities

To sync inventory with Shopify POS locations, it's essential to establish and connect facilities in HotWax with locations on Shopify. Clicking "Import Shopify locations in HotWax" generates a list of all Shopify locations, allowing for quick selection to create corresponding locations in OMS. Facilities and locations are mapped one-to-one.

Facilities created in OMS utilize information from Shopify to populate basic details in HotWax. Additional configurations for a facility can be managed through the HotWax Commerce Facilities app.

The Facilities section also offers quick actions, including:

a. Quick link to the location on Shopify: Easily access the corresponding location on Shopify for further management directly from HotWax.

b. Remove and change the mapping with the facility in OMS: Modify or remove the mapping between the facility in HotWax OMS and the location in Shopify, providing flexibility in configuration.

c. Sync any newly created locations on Shopify: Ensure that any newly created locations on Shopify are promptly synchronized with HotWax OMS for seamless inventory management.

Data Mappings

Mapping data from Shopify to OMS empowers users to configure one-to-many associations, offering control over data integrations across ERP, OMS, and E-commerce systems. Customizing data mappings ensures flexibility and precision in syncing information, crucial for analytics and seamless order processing.

OMS provides out-of-the-box functionality to map three types of data:

1. Sales channel

2. Product types

3. Payment methods

Quick actions:

When triggering mapping, relevant data is imported from Shopify, ready to be mapped in one-to-one or one-to-many formats within HotWax. By default, no mappings are created, but as data is mapped, options are appended accordingly. Additionally, default product types are available in HotWax, but users can create their own mappings as needed. At any time, mappings can be adjusted or removed as desired by using the overflow menu.

Shipping methods

Mapping shipping methods with HotWax enables users to synchronize shipping information effectively. This feature allows users to configure the shipping process in HotWax, particularly useful when rate shopping is not required and shipping labels should be generated for predefined shipping methods.

Clicking "Import Shopify shipping methods in HotWax" generates a list of all Shopify shipping methods, simplifying the selection process to create corresponding shipping methods in OMS.

Imported shipping methods can then be mapped to the shipping methods set up in HotWax Commerce. Typically, shipping methods are associated with carriers, ensuring accurate functionality of the mappings. Therefore, each shipping method should be linked with its designated carrier. These associations can be changed or removed at any time as needed with the help of overflow menu.

Here is the updated version of the Users App documentation with serial numbers added:

Users App

The HotWax Commerce Users App is designed to manage user profiles and permissions within the system. Since all users are permitted to manage their own profiles, no specific permission is required to access the Users App for personal profile management. However, to add new users or to manage permissions specific to other users, additional higher-level permissions are required.

Below is a list of all the actions available in the Users App, along with the specific permissions needed to perform them.

Users Tab

User Details Page

Permissions Tab

The process of adding a new facility involves the following steps: Navigate to the Facilities App in the Launchpad and login to access the app.

1. Select the Facilities option on the homepage to view all the existing facilities.

2. To create a new facility users need to click on the + button at the bottom right corner and then select the type of facility, whether the facility is a Warehouse or Store.

3. This will open a create facility page where users can add the name of the facility and add internal IDs and external IDs of the facility. Finally, click on the Create Facility button.

4. On the next page, the user will get the option to add the facility address along with the exact geolocation of the facility. This geolocation helps in two ways:

• Efficient Brokering: At the time of order brokering, the brokering engine finds the nearest store from the customer’s location for fast delivery and lower shipping costs.

• BOPIS Convenience: Retailers can empower their customers to choose a pickup location or store by identifying the nearest store with the required product for their order. On Shopify PDP, customers choosing the "pickup today" option enter their current zip code to view a list of stores ranked from nearest to farthest.

1. In the next step, users will get a configurations page from which users can specify the facility-specific configurations. Such as:

• Product Store: The user can specify the facilities available to fulfill the products of a certain brand.

• Sell Inventory Online: The User can configure whether the facility’s inventory should be available to sell on an e-commerce platform.

• Allow Pickup: User can configure whether the store is equipped to handle BOPIS operations.

• Use Native Fulfillment App: Finally, the user can specify whether the facility uses HotWax Commerce’s native Fulfillment app or third-party Fulfillment apps. For Warehouses employing a Warehouse Management System (WMS) for fulfillment, retailers can turn off the toggle, signifying that HotWax's fulfillment app is not being utilized.

If a facility uses the Native Fulfillment app then admin users would get the option to create a facility login that can be used by Facility staff.

1. Click Save Configurations to create the facility with the specified settings. Alternatively, users can choose to add configurations at a later time. Once facilities are added, users can manage and further modify these configurations within the Facilities App as needed.

The HotWax Commerce BOPIS App is designed for store staff to efficiently manage the fulfillment of Buy Online, Pick Up In Store (BOPIS) orders. Similar to the Fulfillment App, store users can carry out essential tasks such as picking, packing, and handing over orders without needing special permissions. As a result, access to the BOPIS app is open to all users involved in the order fulfillment process. However, managing the app's configurations, such as altering settings or workflows, requires higher-level permissions.

Below is a list of all the actions available in the BOPIS App, along with the specific permissions needed to perform them.

Here’s a detailed table of the actions available in the BOPIS App, organized by page, along with the specific permissions needed to perform them:

Catalog Page

Orders Page

Open Tab

Packed Tab

Completed Tab

Ship to Store

Order Details Page

Settings Page

To ensure accurate facility management and fulfillment, it is crucial for the admin user to add address and latitude & longitude information. This foundational data not only facilitates seamless integration with external systems but also plays a vital role in optimizing logistical processes within HotWax Commerce. If the user has skipped adding this information initially, it can be added by following these steps:

1. On the Find Facilities page, find the facility you want to add an address to and tap on it. This will open the Facility details page.

2. Click on the Add button in the Address card which will open a pop-up menu. Users can add Address Line, City, Country, State and Zip codes for the facility here.

3. After filling in the required details, click on the Save icon to save the facility address.

4. Users have the option to edit the address by clicking the Edit button below the address. Remember to save the edits using the save icon to update the address.

Set Shipping Name for Facility

The shipping name feature in HotWax Commerce offers retailers flexibility and branding opportunities. Unlike the facility name, which may be more generic, the shipping name can reflect the retailer's brand name for that facility. This customization enhances brand identity and ensures a consistent customer experience during order fulfillment. The Shipping Name can be set by following these steps:

1. Navigate to the Find Facilities page in the Facility application.

2. Utilize the search function within the Find Facilities page to locate the specific facility for which you want to set the shipping name.

3. Once you've identified the desired facility, click on the Facility Name to access its details and configurtaions.

4. Look for the section labeled Address and Contact Details within the facility details page. This section contains information related to the facility's address and contact details.

5. Click on edit to open up a new form and add the desired shipping name.

6. Alongside entering the shipping name, ensure that you input the correct Zipcode for the facility. This is crucial, as the Zipcode is required for setting the shipping name.

7. After entering the shipping name and verifying the Zipcode, save the changes by clicking on the save icon to update the facility's details effectively.

Add Latitude & Longitude

HotWax Commerce BOPIS PDP App enhances the Shopify Product Detail Page (PDP) experience for the customers by displaying the distance of stores from a customer's current location. This functionality is achieved through the utilization of the "storeLookup" API, which retrieves all available pickup locations within a specified radius from the customer's location. The API relies on the latitude and longitude coordinates of facilities to determine their proximity to the customer.

To add the latitude and longitude coordinates for a facility, follow these steps:

1. On the Facility details page, click on the Add Button in the Latitude & Longitude card. A pop-up menu will appear, allowing users to input latitude and longitude information.

2. Users can manually add the facility-associated latitude and longitude, or use the Generate icon located at the top right corner of the pop-up menu. This option automatically generates latitude and longitude based on the provided address.

After the creation of facilities, retailers need to utilize the Facilities app to manage facility information. This includes tasks such as renaming facilities, updating addresses, modifying fulfillment settings, or adding and managing external mappings.

Search Facilities

Retailers may often seek a particular facility or specific type of facility. The search facilities functionality will enable users to effortlessly find their desired facility by navigating to the Find Facilities page by clicking on the Facilities button on the homepage to manage the existing facilities. There are two ways to locate the facilities for which users need to manage the configurations:

1. While looking for a specific facility, the user can search the facility by name from the Search facilities functionality on the top left of the page.

2. To narrow down the list of facilities and locate facilities manually, the user can utilize the Product Store and facility Type filters. For instance, if a retailer has multiple product stores, the dropdown menu in the product store filter will present all the product stores from where the user can select any specific product store to access the facilities associated with the particular product store. Similarly, if a user is seeking a specific type of facility, they can use the type filter to view all the facilities of any particular type.

Rename Facilities

For any facility name updations made, the user can seamlessly rename facilities by clicking on the Edit button near the facility's name. this will open a pop-up where users can edit the name and click on Apply to save the name.

Change Facility Type

Users can now change the facility type of a facility from the facility details page to provide flexibility and accommodate changes in business requirements.

Create Facility Log-ins

Users can create facility logins which can be used by the staff of the respective facility by clicking on the retail/warehouse login card through following steps:

1. Click on the Add Button in the login card

2. This will open up a new form, Add the Facility user name, password, and a reset password link

3. Click on the save icon to save the facility login.

Linking Facility with External Systems

Before configuring any settings, it's crucial to establish a connection between the facilities within HotWax Commerce and external systems like e-commerce platforms, ERP systems, and third-party logistics systems. Each facility in HotWax Commerce manages inventory; and the Available To Promise (ATP) is also controlled by retailers through ERP integration, ensuring accurate fulfillment and inventory management across the system. Users can map the HotWax Commerce facilities with external systems using the following steps:

1. Access Facility Details: Users can click on the desired facility's name which will redirect them to the facility details page, providing a comprehensive overview of the chosen facility.

2. External Mapping: Scroll down to the External Mappings tab located at the bottom of the facility details page.

3. Map Facility to an External System: Click on the Map Facility to an External System button to initiate the mapping process.

4. Choose External System: In the menu that appears, choose the external system for which a mapping has to be created.

5. Fill in Required details:

   • For Shopify: Choose the appropriate Shopify store from the dropdown menu and add the location ID of the facility that can be obtained from the URL of that specific location in the Shopify admin panel.

   • For Custom Mapping: Users can create custom mapping by selecting the Custom option from the menu, adding the Mapping ID, Mapping Name (external system for which mapping needs to be done), and the Mapping Value (1xternal ID of the facility).

1. Save Mapping: Once the required information is filled in, click on the save icon to save the configuration. This integration lays the groundwork for a cohesive connection between the facility in HotWax Commerce and the facility in the external system, facilitating streamlined configuration and operational processes.

2. Edit and Remove: Users can further edit the external ID in case of any modification of the facility on the external system using the Edit button or remove any mapping by clicking on the Remove button.

The HotWax Commerce Receiving app is designed specifically for store associates to receive shipments arriving at their facilities. Since the app facilitates manual scanning and receiving by store associates, no specific permissions are required to access the app or to perform basic receiving tasks. However, to complete and close shipments, higher-level permissions are required. This ensures that only store managers, after verifying that the items have been received as requested and addressing any discrepancies, can finalize the shipment process.

Below is a list of all the actions available in the Receiving App, along with the specific permissions needed to perform them.

Shipment Tabs

Shipment Details Page

Settings Page

Users managing multiple product stores in HotWax Commerce can associate the facility with specific product store on the Facility details page. For facilities selling products from multiple product stores, users can also specify the Primary product store associated with the facility. Users can add the product store to a facility using the following steps:

1. Click on the Add button within the Product Stores card to initiate the process of adding a new product store.

2. A pop-up menu will appear, presenting a list of available product stores. Choose the relevant product store(s) that you want to associate with the selected facility.

3. After selecting the product store(s), click on the save icon to add them to the facility. The names of the selected product store(s) will now appear within the product store card.

4. Users have the option to designate a specific product store as the Primary store or Unlink a product store from the facility in the selected product store's overflow menu.

It is crucial to display the operating hours of each store on the e-commerce Product Display Page (PDP) to enhance customer experience, especially for Buy Online, Pick Up In Store (BOPIS) orders. Failing to showcase this information may result in customers arriving to collect their orders beyond operating hours, leading to disappointment and potentially increasing the order cancellation rate. Additionally, providing operating hours is vital for communicating with shipping carriers about the store's timings. Operating hours of any facility can be managed on the Facility details page in the following ways:

1. Users can select the operating hours by clicking on any of the pre-existing calendars in the Operating hours card. Once the calendar is selected they can click on the Add Operating Hours button.

2. Users can also create a custom schedule for the store using the following steps:

   a. Click on the Custom Schedule button on the Operating hours card.

   b. A pop-up menu will appear, prompting users to add a schedule name, start time, and end time. Click on the save icon to save standard operating hours for the entire week.

   c. To establish different start and end times for specific days, toggle on the Daily Timings option. Select the start and end time for each day of the week. If no time is specified for a particular day, it will be considered closed for that day (e.g. Saturday and Sunday).

   d. Click the save icon to confirm and save the customized operating hours.

HotWax Commerce’s Job Manager App enables users to view, schedule, and update job workflows running within the Order Management System for operations related to orders, products, inventory, and more. Users can easily view all jobs to see which jobs are scheduled and when they will run. While no specific permissions are required for viewing jobs, advanced permissions are necessary to schedule or manage job workflows.

Below is a list of all the actions available in the Job Manager App, along with the specific permissions needed to perform them.

Pipeline Page

Initial Load Page

Pre-orders Page

Orders Page

Brokering Page

Fulfillment Page

Inventory Page

Product Page

Reports Page

Miscellaneous Page

Schedule in Bulk Page

Configuring the scope of participation of a facility in online fulfillment is made convenient through the Sell inventory online card on the facility details page. Retailers can now manage whether a facility will participate in inventory computation for a channel from the Sell inventory online card.

Configure Fulfillment Settings

Users can configure the following settings for the facility:

• Allow Pickup: BOPIS operations require a staging area where customers can collect their orders. However, users can decide whether they can fulfill BOPIS orders by simply toggling on/off the Allow pickup settings to enable or disable BOPIS for the selected facility. These settings also ensure that the facility is available for store pickup option on Shopify PDP. The facilities that do not allow store pickup won't be available for selection on the BOPIS Fulfillment App.

• Use Native Fulfillment App: The Use native fulfillment app setting enables users to specify whether the facility uses HotWax Commerce’s fulfillment app or third-party fulfillment apps. For warehouses employing a Warehouse Management System (WMS) for fulfillment, retailers can turn off the toggle, signifying that HotWax Commerce's fulfillment app will not be utilized. If the fulfillment for that facility is being managed by a third-party fulfillment app then showing the facility option and the orders in the HotWax Commerce Fulfillment App can create confusion for the store associates.

• Generate Shipping Labels: HotWax Commerce allows users to integrate with carrier partners so that at the time of fulfillment via HotWax Commerce’s Fulfillment app, shipping labels can be automatically generated for the shipment process. If the toggle is turned on, the shipping label is automatically generated for the retailer's carrier partner. Retailers who opt not to integrate HotWax Commerce with their carrier partners or work with multiple carrier partners can turn the toggle off to manually choose the shipping carrier and enter tracking IDs in HotWax Commerce to generate shipping labels accordingly.

• Days to Ship: Days to ship are the minimum number of days the facility will take to ship the order post brokering. Enter the number of days to ship and click on the Update Days To Ship button to save the configuration for the facility. This ensures that if the facility takes more days to ship than the SLA, the orders won't be brokered to that facility.

Configure Inventory Computation

Users can enable the toggle for the sales channel of the facility to include its ATP, or they can disable the toggle to exclude its inventory from the calculation for the sales channels.

New Users

In the Order Management System, every user is assigned specific permissions based on their roles and responsibilities. Users can be divided into administration, fulfillment, catalog management, and customer-facing roles.

User Account Categories in OMS

1. Individual User Accounts: Individual user accounts are created for specific users who require access to the OMS to perform their tasks. These users typically have a designated role and access privileges that align with their specific responsibilities. For instance, a fulfillment manager may have access to order fulfillment functions, while a customer service representative may have access to customer information and order status updates.

2. Generic Facility Logins: Generic facility logins are created for shared use within a facility, allowing multiple users to access HotWax Commerce fulfillment applications such as BOPIS and Store Fulfillment using centralized login credentials. This approach is particularly useful in scenarios where multiple users perform similar tasks and do not require individualized access privileges. For example, a generic facility login can be used by multiple store associates to access order shipping functions.

3. Non-Login Users: Non-login users are individual user accounts for specific tasks that do not require direct application access. These kinds of users are generally created for incentive-based performance tracking. For instance, a non-login user may be created for order picking at a facility, allowing them to assign picklists to themselves while logged in using a common facility user.

Create a User

Step 1: Initiate User Creation

To create a user in the HotWax Order Management System, follow these steps:

1. Log in to the app with your credentials. These credentials will be provided by the HotWax Support team.

2. On the Find Users page, click the plus (+) button located at the bottom right.

3. Upon clicking the plus button, you'll be guided to a user creation flow.

1. If you're creating an individual user, provide the following details:

   • First Name

   • Last Name

   • Employee ID

   • Email

   • Phone Number

2. If you’re creating a facility login, provide the following details:

   • Select a Facility from the list

   • The username will be pre-filled automatically, but you can change this if you’d like

   • Reset Password Email

   • Facility Contact Number

3. Upon clicking 'Create User' button, user will be created and you will reach the User Setup page where you can pick between Quick Setup and Manual Setup.

Step 2: User Setup

Quick Setup

Quick setup provides defined templates that autofill information and speed up the user creation process. Predefined templates are available for:

• Admin: Grants full administrative permissions.

• Fulfillment: Tailored for single facility logins such as picker.

• Fulfillment Manager: Designed for fulfillment managers overseeing operations.

• CSR (Customer Service Representative): Configured for Customer Service Representatives handling customer-facing roles.

• Merchandising Manager: Ideal for catalog management roles.

Manual Setup

Manual setup allows manual control over creating a user. Follow these steps:

1. Add Credentials for the User: Add username and password.

2. Verify and Update Contact Information: Enter contact details of the user.

3. Manage User Permissions: Give clearances in OMS specific to the user role.

4. Add Them to Brands for Merchandise Management: Add user to specific product store.

5. Associate Facilities for a User in a Fulfillment Role: Add user to facilities and assign them fulfillment role.

HotWax Commerce allows retailers to select pickers to streamline the process of picking orders from the shelves. As orders continuously flow in, efficient delegation of the picking items to pickers is crucial for timely processing. This delegation ensures that orders are processed promptly and accurately, contributing to customer satisfaction and retention. Furthermore, the feature facilitates incentive-based performance evaluation for pickers, motivating them to handle orders efficiently. Store managers can assign the picklist to picker to pick orders from the fulfillment app. The generated picklists can be printed or displayed in the picking app. Only the users with the picker role will be visible to store managers when assigning orders. Pickers can be created in two ways:

Adding Pickers in Bulk

1. Log in to HotWax Commerce and Navigate to the MDM > EXIM page through the Hamberger menu.

2. On the EXIM Page Choose Picker under the Relationship headings from the options available under Imports section

3. This will open an import picker data setup page.

4. On the import picker data setup page, download the sample CSV template, fill it with the required details, save the file, and upload it back into the system.

Following field need to be added in the CSV file:

Adding Individual Pickers

1. Navigate to the user management app of HotWax Commerce

3. Go to the Fulfilment card tap and click on show as a picker

4. Click on add facilities button, this will open a new form. Select the facility for which you want to add the picker.

Verify Picker

1.Go to the Store Fulfillment app within HotWax Commerce.

2.Access the Orders tab within the store Fulfillment application.

4.After selecting the desired orders we can select to pick order option to assign the picker or click on Print Picklist to generate the picking list.

5.Search for Picker: Search for the picker by name, Hotwax ID, or external ID. The picker's name should appear in the list menu for selection.

In order to disable a facility, users need to disable all fulfillment permissions for that specific facility and unlink all associations it has with various product stores, groups, and others from the Facility Details page. Users can disable any facility using the following steps.

1. Navigate to the Facilities App in the Launchpad and log in to access the app.

2. Select the Facilities option on the homepage to view all existing facilities.

3. On the Find Facilities page, locate the facility you want to remove and click on it. This action will open the Facility Details page.

4. Disable all configurations on the Sell inventory online card, such as Shopify, Amazon and others, using the toggle buttons in front of the configurations to unlink all channels for online orders.

5. Set the order capacity of the facility to '0' by clicking on the Fulfillment Capacity chip on the Online Order Fulfillment card and selecting the No Capacity option from the menu.

6. Disable all the following configuations on the Fulfillment Settings card using the toggle buttons provided along with the settings:

   • Allow Pickup

   • Uses native fulfillment app

   • Generate shipping labels

7. Unlink all 'Product Stores' associated with the facility by clicking on the overflow menu button in front of the product store name and selecting the Unlink option from the menu.

8. Go to the External Mappings tab at the bottom of the Facility Details page and unlink all mappings including Shopify that exist for the facility by clicking on the Remove button on the mapping card.

After completing all the above steps, the specific facility will be disabled.

Fulfillment capacity is defined on the basis of the number of orders a facility will be able to fulfill in a day. It is set up considering various resources such as facility size, staff, and footfall. Users can set up the maximum order limit that can be allocated to that facility through the Online Order Fulfillment card. Users can manage the order fulfillment capacity of the facility using the following steps:

1. On the Online Order Fulfillment card, next to number of orders allocated today, there is a button that, when tapped, opens an overflow menu. This menu can be used to set up the fulfillment capacity of the facility. The following options are available on the Fulfillment Capacity overflow menu:

   • Unlimited capacity: Removes the fulfillment capacity limit, allowing the facility to handle an unrestricted number of orders. This setting is not recommended for retail stores.

   • No capacity: Sets the fulfillment capacity to 0, preventing any new orders from being brokered to the facility. The capacity should be only set to 0 if the facility is unavailable to fulfill any upcoming orders. This setting should be used cautiously.

   • Custom: Allows the users to set a custom number for the order fulfillment capacity.

2. Click on Apply to save the chosen capacity. The users can also view the consumed capacity, out of the added fulfillment capacity on the card.

Users can also see the facility order count history by clicking on the View order count history button on the Online Order Fulfillment card. This will help them in setting up the capacity based on their previous records.

Furthermore, the Find Facilities page also offers the ability to view consumed capacity and configure fulfillment capacity seamlessly.

The Master Data Manager within HotWax Commerce is a tool for overseeing data in the OMS. Offering users the ability to manually import and export data, it goes beyond by enabling the cross-referencing of systematically imported information. This application streamlines processes for adding, modifying, and auditing data within the OMS, contributing to a more efficient data management system.

Key features and functionalities include:

1. Manual Data Import and Export: Users have the flexibility to manually bring in or extract data as needed.

2. Cross-Referencing Capabilities: The tool allows for cross-referencing systematically imported data, ensuring accuracy and consistency.

3. Seamless Data Modification: Users can easily add or modify data within the OMS, promoting a smooth and adaptable data management process.

4. Auditing Functionality: The Master Data Manager includes auditing features, providing a comprehensive record of data-related activities for transparency and accountability.

The GDPR bill passed by the European Union has brought changes in how businesses handle customer data. One aspect is the "right to be forgotten," also known as the "right to erasure," allowing individuals to request the deletion of their data if it's no longer necessary or if there's no compelling reason for its continued processing.

In the context of HotWax Commerce, where customer information is stored after order fulfillment for future use such as returns or accounting, compliance with GDPR's right to erasure is vital. HotWax Commerce provides a feature to delete customer details securely.

By implementing this feature, HotWax Commerce users can manage customer data in accordance with GDPR requirements. It ensures compliance and fosters trust with customers by demonstrating a commitment to data privacy and protection. Moreover, it streamlines data management processes, contributing to workflow efficiency.

Steps to Delete Customer Data from UI

Search for Customer Email ID:

1. Navigate to the Sales Order page.

2. Enter the customer's email ID in the search bar.

Select and Delete the Customer:

1. From the search results, select an order associated with the customer.

2. Click on the customer’s name in the Bill To section.

3. On the customer page, click the Delete Customer button at the top.

4. The customer will be deleted from the OMS.

Verify Customer Deletion:

1. Return to the Sales Order page.

2. Search for the customer's email ID.

   • If no orders are displayed, the customer has been successfully deleted.

   • If the customer name is still displayed, proceed to the next step.

Reindex Orders:

1. For each order visible:

   • Open the order associated with the email ID.

   • Click the Reindex button at the top of the order details page.

2. Verify successful reindexing by searching the email ID again on the Sales Order page.

   • If no orders are displayed, the reindexing is successful.

   • If orders are still present, proceed to the next step.

Run createOrderIndex Service:

1. Open Webtools and click the Service Engine button.

2. Search for and open the createOrderIndex service.

3. Click the Schedule Job button.

4. For each order visible:

   • Enter the order ID as the job ID and click Submit.

5. Verify customer deletion by searching the email ID on the Find Sales Order page.

Step-by-Step Usage Instructions

Log into your HotWax Commerce webtools instance

• Visit the HotWax Commerce webtools portal and log in using your credentials.

Navigate to the Service Engine

• Once logged in, locate and click on the Service Engine tab. This is where you can access various services which you can schedule in HotWax Commerce.

Search for the Service Named deleteCustomerDetails

• In the Service Engine, locate the service titled deleteCustomerDetails. This service is specifically designed to delete customer information in compliance with GDPR regulations.

Schedule the Service by Adding the PartyID of the Customer

• After selecting the deleteCustomerDetails service, you will be prompted to schedule it. Provide the PartyID of the customer whose data you wish to delete. This ensures that the deletion process targets the correct customer information.

Execute the Service:

• Once you've added the PartyID, proceed to execute the service. This action triggers the deletion process, securely removing the specified customer's details from the system.

Verify Deletion

• After the service has been executed, verify that the customer's details have been successfully deleted. You should see placeholders such as 'deleted' in place of the customer's name, address, and email, with 'NA-NA' replacing the phone number.

By following these steps, HotWax Commerce users can comply with GDPR regulations regarding the right to erasure while maintaining data management practices within the platform.

Problem:

When importing active orders, particularly BOPIS (Buy Online, Pickup In Store) orders, it may not be possible to import them in their current status. For BOPIS orders, their shipment needs to be created and marked as packed for those that are ready for pickup. Additionally, fulfilled orders require a status update to reflect completion. This guide will help you manage the import process for both BOPIS and fulfilled orders.

Error Identification:

The primary issue when importing active orders is that their current status may not allow direct import. For BOPIS orders, the system requires that the shipment be created and marked as packed for those ready for pickup, while fulfilled orders require additional updates. Errors can arise if these processes are not followed.

Common Errors:

• Missing mandatory fields in the CSV file

• Incorrect order ID, shipment ID, or FacilityID

• Duplicate entries for shipment

• Invalid shipment status

Cause Analysis:

• BOPIS orders – BOPIS orders ready for pickup must have their shipment created and marked as packed using IMP_QCK_SHIP_ENT_GRP.

• Fulfilled orders – For orders that are fulfilled, both the shipping group and the shipment status need to be updated using IMP_QCK_SHIP_ENT_GRP and IMP_UPT_SHIPMENT.

• Missing or invalid fields – Ensure that all required fields such as order ID, shipGroupSeqId, FacilityID for shipping groups, and shipmentID for shipments are present and correctly formatted.

Solution:

Step 1: Login to OMS

Access the OMS platform using your credentials.

Step 2: Navigate to Data Manager Config

• If the EXIM link is not visible for these imports, navigate to Settings.

• Click on Data Manager Config.

• In the search bar, enter IMP_QCK_SHIP_ENT_GRP to create or IMP_UPT_SHIPMENT for updating shipments.

Step 3: Import All BOPIS Orders

• After locating IMP_QCK_SHIP_ENT_GRP, upload your CSV file containing the following required fields:

  • orderid – The ID of the order associated with the shipping group.

  • shipGroupSeqId – The sequential identifier of the shipping group within the order.

  • FacilityID – The facility where the shipping group will be fulfilled.

• Validate the data in the CSV to ensure all mandatory fields are present and correctly formatted.

Step 4: Update Shipment Status for Fulfilled BOPIS orders

• For IMP_UPT_SHIPMENT, upload your CSV file containing the following required fields:

  • shipmentID – The unique identifier of the shipment.

  • StatusID – The current status of the shipment (ensure that this follows the system’s defined statuses).

• Ensure that the shipment details in the CSV are accurate and consistent with the shipment data already present in the system.

Step 5: Handling Errors

• If errors occur during the import process, review the system logs to identify the specific issues.

• Common issues may relate to missing fields, invalid IDs, or mismatched statuses.

• Adjust your CSV file accordingly based on the error messages and re-upload the corrected file.

1. Re-upload the corrected CSV file to complete the import.

Step 6: Post-Import Validation

• After completing the import, verify that the shipment and shipping group data has been successfully added to the system:

  • Navigate to the Shipment Management and Shipping Group Management sections in OMS.

  • Check that all imported entries are present and that their details are correct.

If you are unable to find IMP_QCK_SHIP_ENT_GRP or IMP_UPT_SHIPMENT when searching in Data Manager Config, this may indicate that the services are not yet set up in the system. In this case, you will need to create the appropriate data manually or consult with your system administrator to ensure the configurations are properly set up. Once the services are created, you can proceed with the import using the steps outlined above.

The HotWax Commerce Pickers App is designed to assist store associates in efficiently picking order items from their facility locations, preparing them for packing and fulfillment. The app supports both wave-based picking and collaborative picking options, allowing store associates to work together seamlessly. Since the app is tailored for collaborative use, no specific permissions are required to access the app or to perform actions such as viewing picklists, scanning items, and completing picklists.

In Hotwax commerce facility groups are used to define the scope and functionality of the facility for omnichannel order management. For instance, including a facility in the Pickup and Same Day Shipping groups indicates that the facility accommodates both Buy Online, Pickup In-Store (BOPIS), and same-day shipping orders.

Users can find the Facility Groups by clicking on the Group Tab in the Facilities App. On the Facility Group page, users can perform various functions such as:

Searching a Group

Users can search for the groups from the search bar on the top left of the Group details page. Users can filter the groups by the system groups section below the search menu.

Editing Existing Group

Users can perform various actions on a specific group by accessing the overflow menu associated with the group card. This includes renaming the Group, Editing its description, and Deleting the group.

Linking Product Store with Facility Groups

HotWax Commerce allows retailers to create product stores in HotWax Commerce to configure brand-specific settings across one or multiple Shopify stores. Retailers can link specific product stores with designated facility groups to define the scope and purpose of various facilities within a product store. This is specifically crucial when creating facility groups for brokering the brokering engine ensures that inventory allocation aligns with each brand's specific requirements. The product store can be linked to the facility group by clicking the number chip against the product store option.

Manage Facilities in a Group

The number displayed in front of Facilities on the group card indicates the count of facilities linked to that group. Clicking on this number provides users with a list of all associated facilities. Users can efficiently manage facility associations in bulk within a designated group by utilizing the Quick Edit button. Clicking on the Quick Edit button opens a modal where checkboxes next to facilities can be marked for association. Click on the save icon to finalize the process, allowing hassle-free facility management within the group.

Creating a New Group

There are some default groups already added when you deploy HotWax Commerce. However, retailers can create groups as per their requirements by scrolling to the end of the page and then clicking on the Create Group button. On clicking the Create Group button a pop-up window appears with the following fields-

• Name

• Internal ID

• System Group Type

• Description After filling in this information users need to click on the + icon button to create a new group.

System Facility Group Types

These are default facility group types, which are available when you deploy HotWax Commerce. All the group types have specific functions, The facility groups need to be added to the respective group type to define the scope of facilities.

• Pickup

  • Facilities managing BOPIS orders often require a designated staging area to ensure efficient order processing. Furthermore, given the urgency of same-day customer pickups, immediate picking and packing are essential. Only Facilities that have the capability to fulfill BOPIS orders can be added to this group. You can create a facility group with a PICKUP group type to ensure that facilities are available to the customer on Shopify PDP as a pickup option. For adding individual facilities, you can also go to the Facility Details page and turn the toggle on for Allow Pickup, which will automatically add the facility to the PICKUP facility group.

• Brokering Group

  • Retailers may opt not to facilitate order brokering for all stores, even if their facilities support order management system (OMS) fulfillment. This could be due to a preference to prioritize certain facilities during brokering runs. In such scenarios, retailers must establish facility groups for which they intend to broker orders simultaneously. These designated facility groups should be categorized with a BROKERING subtype. Once classified, facility groups with the BROKERING subtype become visible to users within the Order Roting app when establishing brokering rules.

• Online Facility Group

  • Facilities have the option to choose whether or not to participate in selling their inventory online. If a facility is capable of fulfilling orders and wants its inventory to be sold online, it can be added to a facility group with the CHANNEL FAC GROUP subtype. Conversely, if a facility decides not to sell its inventory online, it can be excluded from the group.

  • Retailers can have multiple online facility groups for different channels. If a retailer sells their inventory on different channels, For example, on Shopify and Amazon, they can have two Groups, one for each Amazon and Shopify with the CHANNEL FAC GROUP subtype. The facilities that are added to the Shopify facility group would be available to sell their inventory only on Shopify and Vice Versa. The facility group created with the CHANNEL FAC GROUP subtype will also be available as options in toggles in the sell online card on the facility details page which can be turned on to add the facility to the respective facility group.

• Generate Shipping Label

  • Facilities qualified for HotWax Commerce Shipping Label Generation are part of this group. If a facility relies on a third-party fulfillment app or if the shipping carrier used by the retailers lacks compatibility with Hotwax Commerce integration, the feature can be deactivated. Since the facility does not rely on HotWax commerce for the shipping label, clicking on the generated shipping label may result in an error, resulting in confusion for the store associates. You can add the facility from the facility group page or you can turn the toggle on to generate shipping labels in the facility details page.

• Same day Shipping

  • Fulfilling orders on the same day requires a faster turnaround time for the pick-pack-ship process. Facilities that can fulfill orders and have enough resources for a short lead time can be added to the same-day shipping groups. However, facilities facing any constraints preventing them from meeting this commitment can be excluded from the group so that same-day shipping orders won’t be brokered to these facilities.

• OMS Fulfillment

  • This group includes facilities that support store fulfillment for online orders from the HotWax Commerce Fulfillment app. If a retailer prefers to handle fulfillment through the ERP, those facilities can be removed from the group. Removed facilities and the orders brokered to them will no longer be visible in the Fulfillment app.

Solr is an open-source enterprise-search platform used by HotWax Commerce to index product orders and other data within its system. It provides powerful search capabilities, making it an essential component for efficient data retrieval and search operations within the platform.

Navigate to the Search Admin page from the hamburger menu to manage Solr indexing in HotWax Commerce. This page is divided into 3 sections:

Overview Section

Upon accessing the Search Admin page, you'll find the Overview section, which provides essential details about the Solr indexing configuration for your instance.

• Host: This indicates the host location of the Solr index associated with your specific instance. It's crucial to identify where the indexing operations are being performed.

• Cloud Mode: This indicates whether the indexes are hosted on the cloud or not. Understanding the hosting environment helps users manage and optimize their indexing setup accordingly.

• Solr Version: This displays the version of Solr being utilized. It's important for compatibility and understanding the available features and functionalities.

• Instance Name: This identifies the specific instance within HotWax Commerce. It helps users differentiate between multiple instances and manage indexing settings accordingly.

Core Operations Section

The Core Operations feature within HotWax Commerce enables users to manage Solr cores effectively, ensuring optimal performance and organization of their indexed data. In the context of Solr, a core refers to a single index along with its associated transaction log and configuration files. Each core represents a distinct collection of data within the Solr search platform. HotWax Commerce utilizes three different types of cores:

• shopifyCore: This core contains all data related to Shopify GraphQL files for pre-order and backorder functions. It serves as the repository for information pertinent to pre-orders and backorders processed through the Shopify integration within HotWax Commerce.

• enterpriseSearch: The enterpriseSearch core houses comprehensive data concerning products, orders, and other enterprise-related information. It serves as the primary repository for critical business data, facilitating efficient search and retrieval operations within the HotWax Commerce platform.

• logInsights: The logInsights core contains insights derived from system logs, offering valuable information for generating superset reports within HotWax Commerce. It serves as a repository for log data analysis, aiding in performance monitoring, troubleshooting, and reporting activities.

Core Management Operations:

• Refresh Core: Click on the Refresh Core button to update the Solr index with the latest data, ensuring synchronization with system changes or updates.

• Delete Core: Use caution when deleting a core, as it permanently removes all associated data. Only delete cores that are no longer in use and ensure the action is intentional.

• Upload ConfigSet: Utilize the Upload ConfigSet feature to upload configuration files for Solr cores, it only works if there are changes in the Solr config data.

• Delete all data: Click on Delete all data to remove all indexed data from the selected core while preserving the core structure. This operation is useful for data cleanup or resetting the index.

• Delete Query: Enter a specific query to delete selected data from the Solr index, allowing users to remove specific records or subsets of data while retaining the rest of the index intact.

Index Operations

The "Index Operations" feature within HotWax Commerce is essential for ensuring that data is properly indexed in Solr cores, enabling efficient search functionality within the platform. This feature plays a crucial role in enhancing users' ability to retrieve relevant information quickly and accurately, thereby improving workflow efficiency and decision-making processes.

Follow these steps to create all the indexes for Solr cores:

• Create Userlogin Index: Click on the Create Userlogin Index button to initiate indexing for user login credentials. Optionally, add a specific user login ID if you want to index data for a particular user. Otherwise, click Submit to index all user login data.

• Create Store Index: Use the Create Store Index button to create an index for product stores in HotWax Commerce. Optionally, insert a specific product store ID to index data for a particular store. Otherwise, click Submit to index data for all product stores.

• Create Product Index: Click on the Create Product Index button to create an index for products downloaded from Shopify. Optionally, specify a time frame to optimize indexing by including only products created within that period. This helps manage and streamline the indexing process for product data.

• Create Order Index: Use the Create Order Index button to create an index for orders in HotWax Commerce. Optionally, add a specific order ID if you want to index data for a particular order. Otherwise, click Submit to index all orders.

• Create Order Item Ship Group Inventory Reservation (OISGIR) Index: Click on the Create Order Item Ship Group Inventory Reservation (OISGIR) Index button to create an index for reservations against order item ship groups. Optionally, specify parameters such as order ID, order item sequence ID, ship group sequence ID, inventory item ID, or shipment ID to index specific reservation data. Otherwise, click Submit to index all reservations.

The Facilities app within HotWax Commerce offers an efficient solution for overseeing queues or parking spaces designated for orders awaiting fulfillment. These queues serve as digital storage areas for various order types, including those awaiting brokering or pre-orders lacking inventory. Through representing these queues as virtual facilities within the app, users can conveniently establish, oversee, archive, and modify them as necessary. This functionality optimizes workflow by effectively organizing orders and facilitating seamless order management procedures.

Creating a New Parking

1. Navigate to the parking page in the Facilities App.

2. Click on the (+) Add New Parking button at the bottom of the page which will open up a new form for creating new parking.

3. Enter the name, Internal ID, and description for the new parking.

4. Click on the (+) symbol at the bottom of the form to confirm and save the new parking.

Archiving Unused Parking

1. Access the parking page within the Facilities app.

2. Select the overflow menu button of the parking you wish to archive.

3. Choose the Archive option to archive the selected parking.

4. To unarchive parking, click on the View Box icon located at the top right corner of the page. This will display a list of all archived facilities. Click on the Unarchive icon next to the name of the parking you wish to unarchive.

Renaming a Parking

1. In the Parking page, click the overflow menu of the parking you want to rename.

2. Choose the option to rename the parking.

3. Enter the new name for the parking and confirm the changes.

There are some default parkings available when you deploy HotWax Commerce, you can create any new parking of your preference and archive any unused parkings.

Default Parkings

Brokering Queue

Order brokering is the process of analyzing the order priority and determining the optimal fulfillment location, with proximity and inventory availability. Brokering Queue serves as a waiting area for orders awaiting processing, ensuring that they are handled efficiently. If brokering engine is scheduled to run at various times throughout the day, Orders placed between each brokering session will wait in the queue until the next scheduled processing time.

For example, if brokering engines are scheduled to run at 9:00 A.M. and 12:00 P.M.,orders placed between 9:00 A.M. and 12:00 P.M. will remain in the queue until 12:00 P.M. brokering session.

Pre-order Parking

Pre-orders offer businesses the opportunity to secure orders for products ahead of their official release. Customers can reserve these items in advance, and pre-order parking provides a digital space within the system to manage these orders until the products become available for fulfillment.

For instance, NotNaked intends to launch a new style of t-shirt in the upcoming season. Even though the inventory from the purchase order won't arrive until 01-03-2024, the brand can start accepting pre-orders from 01-01-2024. These pre-orders will be stored in the pre-order parking area until the products are ready for delivery.

Backorder Parking

Backorders are orders placed when inventory is temporarily unavailable. Backorder parking designates a specific area in the system to hold these orders until the backordered items are restocked and prepared for fulfillment.

For example, let's take NotNaked, a clothing retailer facing high demand for their t-shirts. They've already placed purchase orders (POs) for new inventory, anticipated to arrive on 01-03-2024. Backorders submitted before the inventory arrival date will be stored in the backorder parking area.

Configuration Facility

The merchandising team maintains a buffer stock at the company level, known as the Inventory Threshold, before committing inventory to online channels. The Configuration Facility allows retailers to allocate this threshold inventory to a virtual location. Inventory stored in the configuration facility will not be available for sale on the e-commerce platform.

For example, let's take Product A, with a Quantity On Hand (QOH) of 100 units and a threshold of 10 units. In this case, 10 units will be stored in the Configuration Facility, which will be subtracted from the QOH. As a result, the Available to Promise (ATP) quantity for Product A would be reduced to 90 units.

General Operations Parking Queue

During the initial setup phase, a bulk data import is carried out to input orders into the system. If the retailer opts to include canceled and completed orders alongside open orders, they are placed in the General Operations Parking Queue. This step is taken to distinguish these orders from the open sales orders that HotWax Commerce will fulfill.

BOPIS Rejected Queue

The BOPIS (Buy Online Pick Up In Store) Rejected Queue manages orders that cannot be fulfilled at the intended store location. When an order cannot be fulfilled due to inventory unavailability at the store, it is rejected and placed in the BOPIS rejected queue.

Retailers can provide customers with alternative fulfillment choices, such as home delivery or pickup from another store. Upon the customer selecting their preferred option, the order is processed accordingly.

Unfillable Hold Parking

The Unfillable Hold Parking feature is crafted to manage situations where orders cannot be fulfilled due to insufficient inventory, potentially resulting in automatic order cancellations after a predetermined period. However, if merchandisers are aware of upcoming inventory, such as through Purchase Orders, they can place these orders in Unfillable Hold Parking. Additionally, any automatic cancellation dates associated with these orders are removed through backend processes, ensuring a digital space for effectively managing unfillable orders. Once the inventory for these orders becomes available, they are transferred to the brokering queue for processing.

For example, suppose an order encounters unavailability due to inventory shortages and will be restocked in 6 days. However, the merchandiser's policy dictates order cancellation if delivery cannot be made within 5 days. In such a scenario, merchandisers can relocate these orders to Unfillable Hold Parking. Concurrently, the system eliminates the auto-cancellation, ensuring the efficient management of the order until inventory becomes available for fulfillment.

Unfillable Parking

If an order cannot be processed during the current brokering sessions due to inventory unavailability, it is placed in Unfillable Parking. The order remains there until the next brokering cycle.

For example, suppose there are two brokering engines scheduled to run at 10:00 A.M. and 10:00 P.M. Orders that remain unfulfilled after the 10:00 A.M. the cycle will be parked in the Unfillable Parking space and will be processed for fulfillment at 10:00 P.M. Orders in the Unfillable Parking are prioritized for fulfillment in the next brokering run.

Hotwax Commerce facilitates the import and export of data with Shopify, including products, orders, and inventory, through automated jobs scheduled at regular intervals. However, occasional failures in processing may occur due to system errors or unsupported file formats. In such cases, the operations team overseeing order management receives notifications of these failures. To address these issues effectively, identifying the root cause is crucial, often achieved by examining the error logs.

Accessing MDM Pages

To access the logs for import and export jobs, navigate to the MDM (Master Data Management) > EXIM (Export-Import) page from the Hamburger menu. Here, under the Shopify section, various MDM pages display the processes between Shopify and Hotwax Commerce. These pages include:

• Shopify GraphQL job: Records all GraphQL files uploaded from Hotwax Commerce to Shopify for API calls like adding pre-order catalogs or tags.

• Shopify Order MDM: Contains files generated from Shopify for importing orders into Hotwax Commerce.

• Shopify Order Return: Covers all created order returns.

• Shopify Product MDM: Includes all product import files generated from Shopify.

• Shopify Inventory Sync MDM: Lists files for inventory changes from Hotwax Commerce to Shopify.

• Shopify Cancel Order Import MDM: Displays details of all canceled orders from Shopify to Hotwax Commerce.

• Shopify Fulfilled Item MDM: Provides information on all fulfilled items feeds generated from Hotwax Commerce to mark items as fulfilled in Shopify.

Monitoring and Troubleshooting

These MDM pages serve as a central location where users can check the status of each job, track uploaded files, and monitor processing tasks. Indicators show job statuses, indicating completed processes and those still processing.

After a job completes, users can access logs documenting every step of the data transfer. These logs provide insight into import-export operations, helping users identify where errors occurred.

If a job fails, users can identify problematic records in the log interface, facilitating troubleshooting and error resolution.

Problem:

When importing employee data into OMS, specific issues may occur that can prevent a successful bulk import. This guide will assist you in troubleshooting and resolving common problems that may arise during the employee import process.

Error Identification:

When importing employee data into OMS, various errors can occur due to issues in the CSV file or system conflicts. It is essential to recognize and address specific errors to ensure a smooth import process.

Common Errors:

• Missing mandatory fields in the CSV file

• Duplicate employee entries

• Incorrect format of email or external ID

• Security group not recognized

• Invalid username or password format

Cause Analysis:

The issues with importing employees are generally related to specific data formatting errors or missing fields in the CSV file. Below is an analysis of common causes:

• Missing mandatory fields – Ensure that the CSV contains all the required fields: first name, last name, security group, username, password, email ID (for password reset), and external ID (if provided).

• Duplicate employee entries – If an employee already exists in the system with the same external ID or username, the import may fail.

• Invalid format for email or external ID – Ensure that the email follows the standard format (e.g., example@domain.com), and external ID (if used) is unique.

• Security group not recognized – Verify that the security group matches the ones available in the system.

• Incorrect username or password format – The username should follow the specified pattern, and the password should meet the security requirements (e.g., minimum length, special characters).

Solution:

Step 1: Login to OMS

Access the OMS platform using your credentials.

Step 2: Navigate to the EXIM Menu

• Once logged in, go to the EXIM menu.

• Under the Relationship category, click on Employee.

If you cannot find the Employee link under the EXIM menu:

• Navigate to Settings.

• Click on Data Manager Config.

• In the search bar, type IMP_EMPLOYEE.

• This will direct you to the correct configuration page for employee imports.